> ## Documentation Index
> Fetch the complete documentation index at: https://docs.smartbills.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage Expenses

> Bulk actions, filtering, and organizing company expenses

## Introduction

The Business Expenses provides powerful tools for managing expenses at scale. Instead of reviewing each expense one by one, you can select multiple expenses and apply bulk actions, use advanced filters to find specific transactions, and export data for accounting and reporting purposes.

## Selecting Expenses

To perform bulk actions, you first need to select one or more expenses:

1. Click the **checkbox** on the left side of each expense row you want to select
2. To select all visible expenses, click the **checkbox in the table header**
3. A toolbar appears at the top of the table showing the number of selected items and the available bulk actions

<Tip>
  You can apply filters before selecting to narrow the list. For example, filter by "Pending" status first, then select all to bulk-approve expenses that have already been reviewed.
</Tip>

## Bulk Actions

With one or more expenses selected, the following bulk actions become available in the toolbar:

### Bulk Categorize

Assign the same category to all selected expenses:

1. Select the expenses you want to categorize
2. Click **Categorize** in the bulk action toolbar
3. Choose a category from the dropdown
4. Confirm the change

This is useful when you receive a batch of expenses from the same vendor or event that all belong to the same category.

### Bulk Assign Department

Set the department for multiple expenses at once:

1. Select the target expenses
2. Click **Assign Department** in the toolbar
3. Choose the department from the dropdown
4. Confirm the assignment

### Bulk Delete

Remove selected expenses permanently:

1. Select the expenses you want to delete
2. Click **Delete** in the toolbar
3. Confirm the deletion in the dialog

<Warning>
  Bulk delete is permanent and cannot be undone. Only delete expenses that were uploaded in error or are confirmed duplicates.
</Warning>

## Searching Expenses

The search bar at the top of the inbox supports the following search criteria:

| Criteria          | Example                                               |
| ----------------- | ----------------------------------------------------- |
| **Merchant name** | Search for "Uber" to find all ride expenses           |
| **Employee name** | Search for a team member's name to see their expenses |
| **Amount**        | Search for a specific dollar amount                   |
| **Date**          | Search for expenses on a particular date              |

Search results update in real time as you type. You can combine search with filters for even more precise results.

## Filtering Expenses

Use the filter controls above the expense table to narrow the view:

### Status Filter

| Status           | Description                                   |
| ---------------- | --------------------------------------------- |
| **Pending**      | Expenses awaiting review                      |
| **Missing Info** | Expenses with incomplete required fields      |
| **Flagged**      | Expenses flagged for policy violations        |
| **Approved**     | Expenses that have been verified and approved |
| **Rejected**     | Expenses that were sent back to the employee  |

### Category Filter

Select one or more categories to show only matching expenses. Categories are configured in **Settings > Categories**.

### Department Filter

Select a department to view expenses allocated to a specific business unit.

### Date Range Filter

Set a start date and end date to show only expenses within a specific time period. Preset options include:

* This week
* This month
* Last month
* Last quarter
* Custom range

## Exporting Expenses

Export filtered expense data for use in accounting software or external reporting:

1. Apply any desired filters to narrow the expense list
2. Click the **Export** button in the top-right corner of the inbox
3. Choose your export format:
   * **CSV**: Comma-separated values for spreadsheet and accounting software import
   * **Excel**: Formatted spreadsheet with column headers and data types
4. The file downloads to your computer

<Note>
  The export includes only the expenses currently visible after filtering. To export all expenses, clear all filters before exporting.
</Note>

## Related Guides

<CardGroup cols={2}>
  <Card title="Review Expenses" icon="magnifying-glass" href="/guides/web-app/business-expenses/review-expenses">
    Step-by-step guide to reviewing individual expenses
  </Card>

  <Card title="Inbox Settings" icon="gear" href="/guides/web-app/business-expenses/settings">
    Configure default categories, auto-approval, and notifications
  </Card>

  <Card title="Categories & Departments" icon="tags" href="/guides/concepts/categories-and-departments">
    Set up and manage expense categories and departments
  </Card>

  <Card title="Expense Reports" icon="file-invoice" href="/guides/web-app/reports/overview">
    Learn how expenses are grouped into reports for approval
  </Card>
</CardGroup>